Obj. 3.01
Business Documents:
Agenda and Minutes
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Agenda
What is the Purpose of an Agenda?
An Agenda is a list of items to be discussed
or acted upon.

It is prepared before meetings, events,
and conferences.
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Agenda
(continued)
Examples of using an Agenda:


Topics that will be covered at the next staff
meeting.
Topics and speakers that will present at the
next Board meeting.
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Agenda: Components
These components must be
centered at the top of the Agenda:
In the Heading section:




the Organization name
the Date
the Location, and
the Time of the meeting
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Agenda: Components
(continued)
What items make up the Body of the Agenda?
Time slots
 Topics
 Speakers/presenters

5
Minutes
What is the Purpose of Minutes?
What are Minutes used to describe?

Minutes are used to describe the
discussions, decisions, and actions
that occurred during a business
meeting.
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Minutes
(continued)
Examples of using Minutes:
 Detailed minutes from a company meeting
of stockholders including the pros and cons of
each discussion point
 The minutes of the State Board of
Education
 A meeting of the PTSA Grounds Committee
to decide where to plant shrubs
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Minutes – Components

Components of Minutes:
a. Heading information
i.
Name of organization or committee
ii.
Type of meeting
i.
iii.
iv.
for example, Regular Board Meeting
Date and time of meeting
Location of the meeting
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Minutes – Components
(Continued)
b. Call to Order
 formal declaration by the
chairperson of the meeting that it
has officially begun
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Minutes – Components
(Continued)
c. Approval of Minutes

review of previous minutes by board
members
d. Committee Reports

progress reports presented by sub-committee
chairs
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Minutes – Components
(Continued)
e. Old Business
 unresolved discussions from a previous
meeting
f. New Business
 new topics and issues
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Minutes – Components
(Continued)
g. Adjournment

notation of who adjourned the meeting
h. Signature line

includes the keyed name of the
Recording Secretary and a signature
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